---
title: "Monthly Check-In"
slug: help-monthly-checkin
section: In-App Help
status: stable
description: "In-app help · On-program monthly reporting requirement"
last-updated: 2026-10-07
---

# Monthly Check-In

In-app help · On-program monthly reporting requirement

## What Is the Monthly Check-In?

The Monthly Check-In is a required reporting step for all J-1 participants during their active program period. It verifies that the participant is still at their placement, confirms their well-being, and collects compliance data required by the Department of State. Check-ins are completed through the Applicant Portal and reviewed by sponsor staff.

> **Regulatory Requirement**
>
> Monthly check-ins are a Department of State requirement for J-1 visa sponsors. Failure to collect check-ins can result in compliance violations during audits. See the In Program phase for the broader lifecycle context.

## Check-In Schedule

Check-in windows are configured per season and program:

| Parameter | Default | Description |
| --- | --- | --- |
| Window Opens | 1st of month | Date the check-in form becomes available in the applicant portal |
| Deadline | 15th of month | Last day to submit without being flagged as late |
| Grace Period | 7 days | Additional days after deadline before escalation triggers |
| Reminder Schedule | Day 1, Day 7, Day 12 | Automated email/push reminders sent to the participant |
| Escalation Trigger | Day 20 | Missed check-in escalated to compliance team and partner |

## Check-In Form Fields

The check-in form collects the following information from the participant:

## Submission Flow

## Compliance & Escalation

Missed or late check-ins trigger a compliance escalation chain:

| Timeline | Action | Recipients |
| --- | --- | --- |
| Day 16 (1 day late) | Late check-in warning email | Participant |
| Day 18 (3 days late) | Partner notification + compliance flag | Partner coordinator, Participant |
| Day 20 (5 days late) | Escalation to compliance team | Compliance officer, Partner, Participant |
| Day 25 (10 days late) | Critical compliance alert | Brand Admin, Compliance lead |
| 2 consecutive misses | Program standing review triggered | Compliance officer, Program coordinator |

> **Well-Being Alerts**
>
> If a participant selects “Need Help” on the well-being assessment, the system immediately creates a priority notification for the assigned compliance officer and partner coordinator. This bypasses normal check-in review queues.

## Staff View & Reporting

Staff can view check-in status across all participants from the On-Program Dashboard:

## Common Questions